Privacy Policy

Kilnside Medical Clinic (“we”, “us”) is committed to protecting your privacy. This policy explains how we collect, use and protect personal information when you use our website and services, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Kilnside Medical Clinic is the data controller for the personal information we process. You can contact us at 18 Kiln Court, Hanley, Stoke-on-Trent, ST1 3AB, by email at info@doctors.octatechhouse.com or by phone on 01632 960 482.

2. Information we collect

• Identity and contact details – name, date of birth, address, email and phone number.
• Health information – medical history, symptoms, test results and treatment records (special category data).
• Payment information – processed securely by our payment provider; we do not store full card details.
• Website data – IP address, browser type and pages visited, collected through cookies.

3. How we use your information

• To provide medical care, book appointments and send reminders.
• To communicate test results and share information with other healthcare professionals, with your consent.
• To process payments and insurance claims.
• To meet our legal and regulatory obligations, including CQC requirements.
• To improve our website and services.

4. Lawful basis

We process personal data to perform our contract with you, to comply with legal obligations and for our legitimate interests. Health data is processed for the purposes of preventive or occupational medicine, medical diagnosis and the provision of health care under Article 9(2)(h) UK GDPR.

5. Sharing your information

We only share information where necessary: with your NHS GP (with your consent), laboratories, specialists we refer you to, your insurer (if you are claiming), and trusted IT and booking providers bound by data processing agreements. We never sell your data.

6. How long we keep it

Medical records are retained in line with the NHS Records Management Code of Practice — generally 8 years after the last contact for adults, and until a child’s 25th birthday (or 26th if they were 17 at the conclusion of treatment).

7. Your rights

You have the right to access, correct or erase your data, restrict or object to processing, and data portability. To make a request, contact us using the details above. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).

8. Cookies

We use essential cookies to make our website work and, with your consent, analytics cookies to understand how visitors use it. You can manage cookies in your browser settings at any time.

9. Security

We use encryption, access controls and secure, UK-based clinical systems to protect your information.

10. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page.

This is sample policy wording for a demonstration website. A live clinic should have its policies reviewed by its Data Protection Officer or legal adviser.